April 9, 2009

US DOT National Highway-Rail Crossing Inventory Program

Frequently Asked Questions

http://www.fra.dot.gov/us/content/801/

Question 1. What types of crossings are crossing inventory numbers required to be assigned

and have Inventory Forms submitted to FRA.?

The RSIA 2008 now requires that all crossings, Public, Private, and Pedestrian

(Pathway), both at-grade and grade-separated, have a crossing inventory number

assigned (including those crossings that are located within a railroad yard, in a

port or dock area, or in the private railroad yard of a private company or 

corporation). Crossings that are located within a railroad yard, in a port or dock

area, or in a private rail yard, can have one number assigned to all the crossing

locations within the facility. These crossing numbers are also required on FRA

Accident Reports in the unfortunate event that a vehicle-train collision should

happen. Once a crossing Inventory Number is assigned, an Inventory Form must

be completed including all data elements, and submitted to FRA for inclusion in

the US DOT National Crossing Inventory File (National File).

Question 2. Where can I get valid Crossing Inventory Numbers?

Valid Crossing Inventory Numbers are provided by the FRA Crossing Inventory

Program Manager in the quantity that you need for any crossings that are not

inventoried. See the FRA Crossing Inventory Program Webpage at

http://www.fra.dot.gov/us/content/801/ for details of how to obtain valid numbers

under the item, “Assignment of Crossing Inventory Numbers.”

Question 3. How do I update the National Crossing Inventory File for my Railroad or State?

When updating crossing Inventory Information, use Form FRA F 6180.71. 

Usually the Railroad will initiate the updating process. For changes in data for

existing crossings, Items A, B, C, D, and Part I. 1-3 must be provided. You can

find additional information on updating your State or Railroad crossing inventory

records at the web address http://www.fra.dot.gov/us/content/801 under the

section entitled “Inventory Updating and Database Reconciliation Processes.” 

Question 4. What information is required when an Inventory Form is provided for a new

crossing or one that is not currently in the National Inventory File?

For new or un-inventoried Public highway-rail vehicle at-grade crossings, the

Railroad needs to provide complete data for all fields in Parts I - IV, including
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the actual values for both Latitude and Longitude in decimal degrees (degrees.

decimal degrees, nn.nnnnnnn), and telephone numbers in Fields 31-33. The State

needs to provide the data for Part V. 

All data must be provided before the record can be processed into the National

File. While the State is responsible for Part V, “Highway Information,” it is

strongly suggested that the Railroad communicate with the State Inventory

Contact and/or a local highway engineer to obtain the Part V Highway

Information and place it on the Form before moving it forward. By proceeding in

this manner, the Railroad will know that the Form has been completed rather

than waiting for someone else to complete the process. 

For new or previously un-inventoried Private highway-rail vehicle at-grade

crossings, Railroads need to provide data for Part I, “Location and Classification

Information,” including the actual values for both Latitude and Longitude in

decimal degrees. They may also provide data for Parts II - IV which will be put

into the National File. 

For all Pathway (Pedestrian) crossings and grade-separated crossings, Railroads

need to provide complete data for Part I only. States are required to insure that

all inventory records are updated for all Public Crossings, including Pedestrian

and grade-separated, including actual Latitude and Longitude data and the

telephone numbers in Fields 31-33. 

Question 5. Where do I send hardcopy of completed Inventory Forms?

Completed hardcopy Inventory Forms can be sent to the FRA Inventory Program

Manager: 

Thomas P. Woll

Federal Railroad Administration

Office of Safety

1200 New Jersey Ave, SE, Mail Stop 25 

Washington, DC 20590 

(O) 202-493-6290

or they can be sent directly to the data processing contractor at: 

Inventory Crossing Updates

FRA Project Office

Creative Information Technology, Inc.

4601 N. Fairfax Drive, Suite 1100

Arlington, VA 22203 

(O) 703-548-3313
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Question 6. If I prepare only a few hardcopy submittals, and I have them scanned

electronically, how and where do I submit them?

A special email address has been set up to receive such submittals. Send updates

of this type to: rxiupdates@frasafety.net. This address goes to FRA’s data

processing contractor who will process the submittals in accordance with their

workload.

Question 7. Can I update crossing records online at the FRA Safetydata Website?

No, there is no provision to update crossing records via the internet at the FRA

Safetydata Website. FRA is investigating the possibility of utilizing this method of

updating at some time in the future.

However, there is an electronic MS Word (.doc) Fill-in Template of the Inventory

Form that can be downloaded and completed using a computer, and then

emailed, faxed, or mailed to FRA, or emailed to CITI at rxiupdates@frasafety.net

. 

The Fill-in Template is located at http://www.fra.dot.gov/us/content/801 under

the section “Crossing Inventory Form and Instructions.”

Question 8. What if there is no change in the data that currently exists in the National File?

If there is no change in the existing data, and the Railroad or State has verified

this, and the crossing is still in existence, then a new Effective Date should be

provided that consists of January 1st of the current year. For example, most

Pedestrian and grade-separated crossings will not change and the data will

remain the same. The Railroad and/or State will need to first verify its continued

existence, then check the Location Information to determine that the information

is still correct (Railroad Division/Sub-Division names may have changed). If this

information is correct and there is no change, then a new Effective Date of

01/01/2009 is assigned if the crossing is updated anytime during the year 2009.

Question 9. Do we have to use the hardcopy or paper Form FRA F 6180.71 for updating, or is

there a way that we can send the data electronically?

You do not have to update using only the hardcopy paper Form. You may submit

updated data electronically. If you are updating less than 40 crossings, it is

usually easier to do it with hardcopy Forms. For more than 40 crossings, it will

probably be easier to update electronically. Many of the larger railroads have

established electronic databases that can easily transmit updates to FRA

electronically; some do it on a monthly basis. 
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You can also use Excel, or other database formats to submit updates

electronically. These formats are described on the FRA Inventory Program

Website at http://www.rfa.dot.gov/us/content/801 . If you plan to update

electronically from your State’s or Railroad’s data file, you need to check with

FRA’s data processing contractor, Creative Information Technology

Incorporated (CITI) before initiating electronic updating to ensure that your

submittal method is compatible and can be processed. You may also request a

copy of “GX32” which is a software program provided free by FRA for updating

Crossing Inventory information. 

Question 10. How do I get assistance on how to submit Inventory updates via electronic

format, and in a format that is acceptable? 

FRA encourages States and Railroads to submit updated data via electronic

format. It is usually simpler, more convenient, and more accurate than

submitting by other methods. Electronic format that data can be submitted

include .mdb, .xls, .txt, and XML. All submittals MUST follow FRA’s

specifications for Inventory File format. See the “Data Filed Specification” on

the Inventory Program Webpage at http://www.fra.dot.gov/us/content/801 . If

you plan to submit electronic updates from a State’s or Railroad’s database file,

the FRA’s data processing contractor, CITI, must contacted first at

support@frasafety.net or by calling their Helpdesk at 1-888-372-9393.

Question 11. What is “GX32?”

“GX32” is a Grade Crossing (Xing) software program for updating crossing

inventory data on a personal computer that has a Windows (32 bit) operating

system. It is free and comes with the specific State’s or Railroad’s data that is

requested. It allows the user to update crossing inventory information similar to

the way that one would use income tax software. When the updates are complete,

the program allows for electronic submittal to the data processing contractor. To

get a free copy of GX32 with your State’s or Railroad’s data, contact Tom Woll

or FRA’s data processing contractor, CITI. 

GX32 can be installed on a computer for a single user or on a server as a

multiuser system. For the single-user system, the GX32 software application and

database is installed on a single personal computer. For a multiuser system, the

database resides on a network server while the application is installed and

operated on various client machines so that several users can access the GX32

database simultaneously. 
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Question 12. How long does it take for submitted updates to appear on FRA’s Website.

Website data is updated once a month. Normally, it takes between 1 to 3 months

before updates will appear on the FRA’s Website. If data is submitted

electronically with the GX32 software, or one of the other previously approved

methods used by several large data submitters, it will take about one month. For

hardcopy submittals, it will take 2-3 months for the data to be processed and

appear on the FRA Website, depending on when during a month the information

is submitted. 

FRA’s contractor processes submittals by month, and uses an extensive data

check and editing software program to verify the information before it is added to

the National File. Submittals that are provided in one month, are batched after

the 15th day of the following month. Then, they are processed and input into a

separate ‘Updated File’ during the next month. The ‘Updated File’ is then

uploaded to the Website during the first week of the next following month. 

Question 13. What is the best way to get started updating records for a State or Railroad that

has thousands of crossings?

For States and Railroads with a large number of crossings, the best way to get

started updating the National File is to first verify the existence of the number of

crossings in the National File. This can be accomplished by verification of the

crossing number in both the National File and the respective State or Railroad

File. Compare only the Crossing Numbers, and then resolve the status of those

that don’t match (Open or Closed, or non-existent in either file). Next, carry the

comparison further by verifying Public versus Private status, and then State or

Operating Railroad. Once there is agreement with the existing number of

crossings, Open or Closed, whether Public or Private, and in which State or on

which Operating Railroad, then the balance of the information can be checked, 

verified, and updated.

Question 14. How do I get the most recent National Inventory data for our State or Railroad? 

The most current National Crossing Inventory data is available for download by

State (not by Railroad) from FRA’s Safetydata Website at

http://safetydata.fra.dot.gov/officeofsafety/ , click on the “Downloads” tab. This

is a database file that can be imported into Excel. The data is available in three

separate downloadable files. Select “Highway-Rail Crossing Inventory by State”

and follow the direction prompts.

Question 15. We are planning to develop our own database software for our own crossing

inventory file. Are there consultants that have done this before that we can

contact, and is there anything specific that we should know or do before we get
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started? 

There are several States and Railroads that have hired consulting firms to

develop electronic databases for their crossing inventory records and for

managing their crossing improvement program and contracts. Unfortunately,

FRA does not have information on all the various firms that have developed such

software program applications and databases. You will have to contact the

individual States or Railroads to determine those firms that have performed in a

satisfactory manner. However, if you contract with a firm directly, instruct them

to develop their data file structure to be compatible with the FRA data file so that

data can be directly transferred to FRA without conversion. The software

developer should first contact FRA and/or FRA’s data processing contractor,

CITI, before beginning development.

Question 16. Where can I find information regarding the current Format and Description of the

Crossing Inventory Data Fields?

This information can be found in the “Data Field Specification” document on the

FRA Website at the following Web address:

http://www.fra.dot.gov/us/content/801

Question 17. The Act requires States and Railroads to update annually by September 30th of

each year after October 16, 2010. Many States perform site inventory inspections

on a three-year rotating basis, covering one-third of the crossings annually. Will

States be allowed to continue this process?

The Act clearly states that the updating process has to be performed annually by

September 30th of the current year after 2010. FRA recognizes that most crossing

inventory information will change very little from one year to another, and that

this requirement may be unnecessarily too frequent. A change in this statutory

requirement will require a rulemaking process. FRA will need to confer with

FHWA on this requirement.

However, crossings receiving improvements, such as new warning devices or

surface changes, must have this updated information reported when the

improvements are completed. This will normally be performed by the Railroad. 

Question 18. After October 16, 2010 when all records are supposed to be updated, how will

FRA check to see that this is accomplished?

FRA intends to review the National File for all records that have an Effective

Date prior to the 2008 Act. This will probably be done in stages, and may even

be started before October 16, 2010, to assist States and Railroads in achieving

compliance. The earliest records will be reviewed first and Railroads and States
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will be requested to update those records as appropriate. Some States have

already started this process and have requested lists of crossing inventory

records for all of their crossings with dates prior to 2007.

Question 19. What is the definition of a crossing for Crossing Inventory purposes, and how is a

public crossing defined?

The statute definition of a crossing is defined in 49 CFR Part 234.5(a), in 23 CFR

Part 460.2, and in RSIA 2008, Section 204. It is also defined in Section 1.0 of the

“Highway-Rail Crossing Inventory Instructions and Procedures Manual,” dated

December 1996, can be found on the Inventory Program Website at

http://www.fra.dot.gov/us/content/801.

For purposes of the Inventory, “A highway-rail crossing is the location of an

intersection of railroad tracks and a roadway, including associated sidewalks

and pathways, and can be either public, private or pedestrian, and either atgrade or grade-separated. A crossing is further defined as including those tracks

that lie within a pair of warning devices.” Thus, an intersection of a roadway

with 3 tracks (2 mainline and 1 spur) where the mainline tracks have flashing

lights and the spur has crossbucks, would actually be two crossings with two

separate crossing inventory numbers.

For a public crossing, the roadway must be part of the general system of public

roads, and under the jurisdiction of and maintained by a public highway

authority, and open to the general traveling public. For a public at-grade

crossing, usually both roadway approaches are maintained by a public highway

authority, or the public authority accepts responsibility for roadway maintenance

through the crossing. All other intersections of railroad tracks with roadways are

considered private crossings. 

Question 20. What is the status of the New Inventory Form that FRA has been working on for 

the last two years?

The changes for the new Form are just about complete. Railroads and States

will have an opportunity to comment on the final revisions before they are

implemented. Full implementation will take a significant amount of time to

create and revise the file structure and software processing programs. 

Additionally, as required by RSIA 2008, FRA will implement the New Form in

conjunction with an official rulemaking. However, FRA has not yet established a

target date for the initiation of a rulemaking for this issue. 
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Question 21. How do I access crossing records and information from FRA’s Website?

Crossing records can be accessed from FRA’s Safetydata Website at 

http://safetydata.fra.dot.gov/officeofsafety/ and click on the “Crossing” tab. If

that crossing number is known, enter it in the box and click “Generate Report.”

If the crossing number is not known, or if a group of crossings is desired, there

are two searches that can be used.

Query by Location/Railroad: Under “Additional Links,” click on “Query by

Location/Railroad,” pick the “State,” then the “County” or “City” (if you are

sure that the crossing is within the City limits). DO NOT pick “Street;” it is too

unreliable because of variances in spelling. You can pick the “Railroad” if you

know the railroad name, and if you think that the crossing has been in the

railroad’s name for a long time. Note: In picking the Railroad by clicking on the

down arrow, you will first obtain a drop down short list of the major railroads

and those with many crossings. If you don’t find the railroad name you desire,

back up and click on the line below the box for a list of all railroads (about 650),

and then click again on the down arrow. You will then find the railroad name

and code that you are seeking. Click on “Generate Report” and a list is

generated of all the crossings per the query. 

Query by Crossing Numbers: Under “Additional Links,” click on “Query by

Crossing.” A page appears with two boxes for choosing a crossing range. This

query allows the search for a list of crossings without including the alpha check

character. Also, it can be any number of digits that you decide, that is, you can

chose the series from 768xxx to 769xxx, and you may get all 1000 crossings from

768000 to 769000, or a fewer number depending on how many of these numbers

have been assigned to crossings and the Inventory Form submitted to FRA for

inclusion in the National File. Normally, a search will involve a smaller number

of crossing numbers. Select the range of crossing numbers desired and click on

“Generate Report.” You will get a list of the numbers which are in the National

File that fall with in this range. It may be a complete list, a partial list, or

nothing at all, depending on the crossing records existing in the National File. 

You can find additional information on using the Safetydata Website at

http://www.fra.dot.gov/us/content/801 in the section “General.” 

Question 22. How do I get crossing inventory data and information for my locale?

Crossing records can be accessed from FRA’s Safety Date Website at 

http://safetydata.fra.dot.gov/officeofsafety/ . Click on the “Crossing” tab, and

under “Additional Links,” click on “Query by Location/Railroad.” Pick the

“State,” then the “County” or “City” (if you are sure that the crossing is within

the City limits). Then click on “Generate Report” and a list is generated of all
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the crossings per the query. 

Question 23. Who is responsible for closing a crossing and how is it done? Also, if a crossing

is closed, can it be reopened? 

Closing a crossing is a very simple process. Normally, it will be the Railroad that

is responsible for closing a crossing, but it may be preformed by the State for

Public crossings if the State does a site visit and finds the crossing closed. The

closing can be effected by completing an Inventory Form, or printing a copy of

the current record from the Safetydata Website and indicating that it is ‘Closed’

with the Effective Date. A default Effective Date would be the date of notification

to FRA. Alternatively, an Excel File or a simple list of the crossing numbers to

be closed can be provided via email or in a letter. Again, be sure to include the

Effective Date of the closure. If the actual date is unknown, a reasonable guess is

sufficient. 

A crossing that is closed remains in the National File forever. The crossing

number remains with that location forever, and the number can not be reused at a

different location. A crossing that is closed can reopened at any time in the future

by simply notifying FRA and providing updated information.

When a Railroad sells or transfers a rail-line with crossings to a different

Operating Railroad, it needs to transfer the crossings to the new Operating

Railroad and not submit them as closed, even though they might show them as

closed in their railroad’s inventory file.

Question 24. Who needs to provided Latitude / Longitude (GPS) data and in what format?

Both States and Railroads need to provide GPS data. The States have the

responsibility for providing it for all existing open Public at-grade crossings,

including those that are grade-separated and Pathway (Pedestrian). The

Railroads are responsible for providing GPS data for all Private crossings and

any Pedestrian crossings that are private. However, for new or un-inventoried

crossings, it is the responsibility of the Railroad to obtain and provide this

information when they create the ‘new’ crossing Inventory Form. By design, for

a ‘new’ crossing, the data can not be input into the National File without all of

the information on the Form for the crossing. 

The FRA Office of Safety uses the WGS-84 (World Geodetic System 1984) datum

standard. The National Inventory File requires Latitude and Longitude to be

submitted in “Degrees.Digital Degrees” (DDD) format. The coordinates are to

be measured at the center of the highway-rail crossing. The measurement values

are to be entered in decimal (DDD) format as (nn.nnnnnnn) for Latitude and as (-

nnn.nnnnnnn) for Longitude. The values need to be taken to seven (7) decimal
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places. Additional information is located on the Inventory Program Webpage

under the section on “Inventory Updating and Database Reconciliation

Processes” at http://www.fra.dot.gov/us/content/801 which includes conversion

from the “Degrees.Minutes.Seconds” (DMS) format.

Question 25. What is the distance between railroad tracks where two separate crossings

numbers need to be assigned?

Sometimes there are crossings with railroad tracks that are separated by a

greater than normal distance between tracks, often operated by different

railroads. It may be unclear wether or not the crossing is one very long crossing

or multiple crossings requiring separate crossing numbers. The normal distance

between railroad track centers is 15 to 20 feet. At locations where, for example, 

there are gates, there may be just one pair of gates covering all crossings, or

there may pairs of gates covering each track crossing.

The Inventory Program defines a crossing as “those tracks that lie between a pair

of warning devices.” In such cases, each track crossing with its own pair of

warning devices, even if they are the same devices, needs to have a crossing

number assigned.

The determination, as to wether or not there should be a pair of warning devices

covering all tracks or a pair for each track, should be determined by an

engineering diagnostic study and will depend on the storage distances and the

type of vehicles using the crossing. Usually, a track separation of a 100 feet or

more will require separate pairs of warning devices and separate crossing

inventory numbers.

Question 26. When is a Pedestrian or Pathway Crossing considered to be separate from a

regular highway-rail crossing?

By definition, a highway-rail crossing includes a location where associated

sidewalks and pathways are included. For a Pathway (or Pedestrian) crossing

to be considered separate from the highway-rail crossing, it must be at least 25

feet from the roadway and be explicitly distinct. Such crossings are usually

designed and dedicated for the use of non-vehicular traffic, including pedestrians,

bicyclists, snowmobiles, and other methods of travel. 

Question 27. We have installed Automated Wayside Horns at some of our crossings. Since

there is no field for that information on the current Inventory Form, how do we

provide that information about this warning device. 

The Automated Wayside Horn was not available as a crossing warning device in

1999 when the current Inventory Form was implemented. Thus, there is no field
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(or box) for reporting that information, but it will be on the new Form currently

under review. In the meantime, report this information in Box 12, Part III, Page

2, “Reserved for Future Use.” This is a three space character field. If Wayside

Horns are installed, indicate this by inserting “WSH” in Box 12.